Tabs, Tables, and Templates in Word 2007
Aligning text vertically can be a challenge. Simply spacing to align items on the screen will no longer work. Using tabs or tables will assure that your columns of text are straight, and easy to modify.
Setting Tab Stops
In Word, left tabs stops are automatically placed every half inch. By simply pressing the tab key, text will automatically be tabbed at 1/2 inch. Sometimes this is not appropriate, or is very annoying to press tab 5 times to move across the document. If you need tab stops at precise positions that you can't get by clicking the ruler, or if you want to insert a specific character (leader) before the tab, you should use the Tabs dialog box method. Using the Tab Alignment Indicator located near the left end of the ruler is a quick and easy way to drop tab stops into your document. Let’s look at that method first. Method 1: Using the Ruler and Tab Alignment Indicator. This method is more visual in that you simply place a tab indicator directly on the ruler. If it isn’t in the correct spot, or you change your mind, simply drag the indicator to another location, or remove it all together.
The Tab Alignment Indicator is located on the far left end of the ruler.
By default, a left tab is set. o All tabbed text will be aligned along the left edge. To place a tab into your document, simply click on the ruler at the appropriate location. To move the tab, click and drag it to a new location o NOTE: Selected, tabbed text will move automatically with the tab indicator. To change to a different type of tab, click on the Tab Alignment Indicator until the necessary tab indicator is visible.
Janice Cook, Technology Trainer Summer 2009
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To remove a tab, click on it and drag it off the ruler. Tab Stop Key
Left Tab ............. Right Tab .......... Center Tab ....... Decimal Tab .... Bar Tab..............
Activity 1: Setting Tabs using the Ruler 1. Place a Left Tab at the ½” mark. 2. Place a Decimal Tab at the 4” mark. 3. Place a Bar Tab at the 3” mark. 4. Place a Right Tab at the 6”mark. 5. Press tab and type Memphis, TN. Press tab and type $45.89. Press tab and type 8:15 am. Press enter. 6. Press tab and type Little Rock, AR. Press tab and type $254.90. Press tab and type 10:30 am. Press enter. 7. Press tab and type Tuscaloosa, AL. Press tab and type $1, 879.61. Press tab and type 4:15 pm. Memphis, TN Little Rock, AR Tuscaloosa, AL $45.89 $254.90 $1,879.61 8:15 am 10:30 am 4:15 pm
Activity 2: Use the correct tab alignment indicators and recreate the following list. Matthew Jenni Abby $32.75 $153.76 $2.50 English Book Cheer uniform library late fee
Janice Cook, Technology Trainer Summer 2009
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Activity 3: Next, select all the text in your activity 2 chart and modify it to look as follows. Matthew Jenni Abby $32.75 $153.76 $2.50 English Book Cheer uniform library late fee
Method 2: Format Tab Dialog Box Using the Tabs dialog box allows you to set tabs at a specific measurement, to add leaders between columns, and to clear one tab or all tabs at once. To display the Tabs dialog box, • double-click any tab stop on the ruler, or • on the Page Layout tab, or the Home Tab click the Paragraph Dialog Box Launcher. Type the location for the desired tab stop in the Tab stop position: text box. Select the correct alignment. If a leader is needed, click the appropriate option, click Set and OK. This may be done before or after typing text.
Activity 4: Using the Tabs Dialog Box 1. Use the Dialog Box Launcher to open the Tabs dialog box 2. Click in the Tab Stop position text area and type 1. 3. Click Set. 4. Type 2.2 in the Tab Stop position text area. 5. Click Set. Click OK or press Enter. 6. Type the following text, pressing tab before typing each column entry. August 11 August 14 August 15 August 18 Swap Day Swap Day Back-to-School Breakfast Swap Day
Janice Cook, Technology Trainer Summer 2009
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Tabs Stops may also be set with leaders. Leaders are useful in a table of contents or other material where you want to direct the reader’s eyes across the page. Leaders can be periods (…..), hyphens (-----), or underlines (_____). To add leaders to a tab, click the type of leader desired in the leader section of the Tabs dialog box. NOTE: When you press ENTER to start a new line, the formatted tab stop is available on the new line.
Activity 6: Setting tabs with leaders 1. Center and bold the title “Table of Contents” 2. Press enter 3 times and return the text alignment to Left. 3. Change the line spacing to 2 (double). 4. Open the Format Tab dialog box and set the following tabs. a. Check to be sure that Left is selected in the Alignment section of the dialog box. b. Make sure the insertion point is positioned in the Tab stop position text box and type 1. c. Click Set d. Type 5, click Right in the Alignment section of the dialog box. e. Click 2 ……. In the Leader section of the dialog box. f. Click Set. g. Click OK or press Enter. h. Type the following text pressing Tab before typing each column entry. i. Chapter 1 ii. Chapter 2 iii. Chapter 3 iv. Chapter 4 v. Chapter 5 vi. Chapter 6 2 12 24 36 48 63
Janice Cook, Technology Trainer Summer 2009
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Using Tables
Another way to align text vertically is by using tables inserted into your document. Tables may be standard with even columns and rows, or you may design your own table! To insert a table in Word 2007, click the Insert tab then click the Table command located in the Table group. Next, you will see a grid of squares. This grid is used to set the number of columns and rows for your table. Select the number of columns and rows needed by dragging over the appropriate combination of squares and clicking. Once you have the correct configuration, simply left click. More may be added later if you are not exactly sure how large your table should be. In the example shown here, I have selected to create a table that will contain 8 columns and 3 rows. Click inside any cell to type text. To move across from one cell to the next, press the Tab key.
Janice Cook, Technology Trainer Summer 2009
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Formatting/Designing your tables in Office 2007. With the table selected notice you have two “on-demand” Table Tools tabs. Check that the Design tab is selected.
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Beginning with the Table Style Options Group specific rows and columns may have special formatting applied such as Bold Text or fills. With the table selected, mouse over any style in the Table Styles group to get a preview of how your table will look in the selected style. Once you find an appropriate style, simply left click. o Shading and Borders may be customized also using the appropriate tabs located in the Table Styles Group. o Table styles may be modified and saved using the commands from the Table Styles drop-down gallery. All tables are not symmetrical rows and columns. Using the Draw Borders tools, you may change the color of cell borders, width of the cell lines, manually draw a table or add cell borders, and/or erase cell borders.
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Activity 7: Formatting a table 1. Insert a table that has 4 columns and 5 rows. 2. Turn off all Table Style Options. 3. Select a style option and apply it to your table. 4. Next, click the Draw Table Button and add another row to cell D4.
Janice Cook, Technology Trainer Summer 2009
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TIPS on Navigating Tables: 1. Pressing TAB moves the insertion point to the right one cell. a. Shift+TAB will move the insertion to the preceding cell. 2. Pressing TAB within the last table cell will insert another row. 3. Pressing CTRL+TAB moves the insertion point to a tab within a cell. 4. Pressing Enter moves the insertion point down one line, not cell. a. If you accidentally press the Enter key within a cell, press the Backspace key to remove the paragraph. 5. Text should wrap automatically. 6. To select the entire table, click the “4-headed” arrow that appears when you click within the table. 7. To resize the cells, position the mouse pointer over a line until it changes to a “2-headed” arrow, then click and drag. 8. Cells may be split by going to Table> Split Cells > and complete the dialog box 9. Text alignment may be adjusted by using the alignment buttons on the formatting toolbar.
Activity 8: Creating a Table
1. Change the paragraph alignment to center and turn on bold using the Formatting Toolbar buttons. 2. Type the title Campus Administrative Staff. 3. Press enter twice. 4. Type: Marion School District and press enter three times a. Turn off bold and then change the paragraph alignment to left 5. Create the table by completing the following steps: 6. Click Insert > Table 7. Make the table 3 columns by 5 rows 8. Left Click to insert the table. 9. Type the following text in the cells as indicated below. Campus Avondale Elem. Marion Elem Marion Intermediate Marion Middle Marion Jr. Hi Marion Hi Principal Glenda Bryan Joyce Lipford Julie Molloy Jamie Brothers Hugh Inman Ass’t. Principal Helen Johnson Debbie Reginelli Willie Rodgers
Clint Williams Jim Marotti 10. Click anywhere within the table to make it active. 11. Turn off all Table Style Options 12. Change the style to one of the Built-In styles from row 3.
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Templates
Microsoft Word contains many different document templates and wizards that are preformatted for various uses. The difference in the two is that a wizard will ask you questions and fill in the blanks with your responses. Templates are preformatted and simply allow you to click and type.
Activity 9: Creating a memo using a Word template.
1. Create a new document from a Word template a. Office Button > New > Memo > Elegant Memo >Download 2. Click in the first text area and type your principal’s name 3. Click in the CC: text area and type your assistant principal’s name. 4. Fill in your name in the From: area 5. Notice that today’s date is already filled in. 6. Click and type “field trip request” in the Reason (Re:) area. 7. In the text area type a request for a field trip to the Pink Palace in Memphis.
Another neat place to find templates is at Microsoft Office online. You can navigate here by going to www.microsoftoffice.com, or by using the search window located at the top of the New window. The templates are divided by category and very easy to download and use. Many are simply forms that may be edited to meet your specific needs. Some work like the templates from Word.
Activity 10: Accessing Templates on Office Online
1. Office Button > New > type Field Trip Permission in the search window 2. Select the one that meets your needs and download
Janice Cook, Technology Trainer Summer 2009
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